Office Manager Lindye Galloway Studio Costa Mesa, CA Job Details Full-time From $85,000 a year 1 hour ago Benefits Health insurance Dental insurance Paid time off Vision insurance 401(k) matching Employee discount Flexible schedule Qualifications Vendor relationship building Employee relationship building Administrative experience Team development Attention to detail Task prioritization Organizational skills Process management Full Job Description Office Manager The Office Manager is a critical member of the Lindye Galloway Studio team and is responsible for overseeing the day-to-day operational activities of our Interior Design Firm. Working closely with the CEO, CCO and leadership team, this role ensures the studio operates efficiently, internal processes are consistently followed, and the team has the structure, resources, and support needed to perform at a high level. This role also serves as a key client liaison and concierge for the Studio, representing Lindye Galloway Studio with the highest level of professionalism, hospitality, responsiveness, and care. Strong relationship building, sound judgment, and thoughtful problem resolution are essential, while always considering the financial impact of decisions and protecting the profitability of the company. Experience in a high-end interior design firm is preferred. Please submit your resume and a cover letter telling us why you would be a good fit for our team to Daily Responsibilities + Duties Uphold the Lindye Galloway Studio vision and core values daily. Support leadership in managing and holding the team accountable to annual goals, quarterly priorities, deadlines, and ongoing responsibilities. Ensure that core business processes are defined, documented, implemented, and consistently followed. Regularly evaluate the efficiency of business procedures and recommend or implement operational improvements. Manage and coordinate day-to-day office and studio operations. Run and/or coordinate effective operations meetings and recurring team meetings to ensure strong communication, accountability, and progress toward deadlines. Maintain visibility into team workload, priorities, deadlines, and operational needs. Identify operational issues before they become larger problems and work with leadership to develop solutions. Support effective communication across departments and ensure important information is communicated openly and in a timely manner. Lead by example in giving and receiving feedback with kindness, candor, accountability, and professionalism. Support key Human Resources functions, including recruiting, onboarding, training, performance management, employee documentation, and offboarding. Supervise, assign, and direct activities of team members as appropriate. Partner with the Controller and leadership on monthly financial processes and reporting. Support client invoicing processes, billable-hour review, reimbursable expense tracking, and related administrative workflows. Assist with vendor invoice coordination, payment questions, purchasing reconciliation, and documentation as needed. Maintain organized and accurate operational records, agreements, documentation, and internal systems. Manage procurement processes and coordinate the allocation of materials and resources. Oversee purchasing workflows and support accurate, timely communication between the design, procurement, accounting, and leadership teams. Manage relationships and agreements with external vendors, partners, subcontractors, and service providers. Assist with resolving procurement and vendor issues, including delays, discrepancies, damages, replacements, and other escalations. Client Experience + Relationship Management Serve as a key client liaison and concierge, representing Lindye Galloway Studio with the highest level of professionalism, hospitality, responsiveness, and care. Build and maintain strong, trusted relationships with clients, vendors, and partners throughout the life of each project. Proactively identify, manage, and resolve client and vendor concerns, taking ownership of problems and helping drive them toward thoughtful, timely solutions. Exercise strong judgment in difficult or sensitive situations, balancing exceptional client service and relationship preservation with the best interests of the Studio. Evaluate the financial implications of client and vendor issues, resolutions, concessions, and operational decisions, taking the utmost care to protect company profitability and minimize unnecessary financial exposure. Escalate material client, vendor, or financial risks to leadership when appropriate while bringing forward recommended solutions. Office + Studio Operations Oversee the organization and functionality of the studio and office environment. Maintain company policies, procedures, systems, and internal documentation. Support leadership with special projects and company-wide operational initiatives. Perform other duties as assigned. Qualifications Strong operational and organizational skills. Experience in the operations of a high end interior design firm Excellent written and verbal communication. Ability to manage multiple priorities, projects, and deadlines simultaneously. Strong attention to detail and follow-through. Experience managing employees, clients, vendors, and outside service providers. Comfort working with financial information, invoicing, budgets, and operational reporting. Ability to identify inefficiencies and proactively develop solutions. Strong interpersonal skills and the ability to build trusted relationships with clients, vendors, and team members. High level of discretion, professionalism, accountability, and judgment. Ability to thrive in a fast-paced, high-touch client-service environment. A service-first mindset combined with strong commercial awareness and respect for company profitability.

Pay:

From $85,000.00 per year

Benefits:

401(k) matching Dental insurance Employee discount Flexible schedule Health insurance Paid time off Vision insurance

Work Location:

In person